Search Committee Chair and Staff Editor Instruction Guide

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1 Table of Contents Logging in to AP Recruit Search Committee Chair and Staff Editor Functionality Overview Reviewing Applications in AP Recruit Review individual applications View the Application Log Use the Document Viewer to view any documents or letters of reference Download a PDF Bundle of the applicant s information Personal notes, comments and flags on the applicant s application Managing Applicants in AP Recruit Mark an applicant as Read Add a personal note (make a notation to yourself regarding the application) Upload documents Add reference contact information Upload reference letters Solicit reference letters Indicate if the applicant has met basic qualifications Update an applicant s status Download an application v. 4/ P age

2 Adding an Applicant in AP Recruit Add an applicant to your recruitment Activate the applicant that you ve created an application for Manage the applicant that you ve created an application for Other Optional Features Visit/Seminar feature Hide an applicant from the view of the committee members Unhide an applicant from the view of the committee members View the basic qualifications for your recruitment Filters Filter applicants by qualification requirement, by selecting one of the following: Filter applicants by status: Filter applicants by the following dates: Display applicant data by specifying column criteria v. 4/ P age

3 Logging in to AP Recruit Using any web browser, navigate to Select UC San Francisco Faculty & Administrators Enter your MyAccess login and password Search Committee Chair and Staff Editor* Functionality Overview The Search Committee Chair and the Staff Editor can view the following pages: o Home page: - UCSF AP Recruit news and updates - Contact information for comments, questions, or concerns o Applications page: - Lists all recruitments that you have been assigned to; each recruitment has a List Applicants link that takes you to the applicant page o Help page: - Basic instruction for specific actions - FAQ - Glossary The Search Committee Chair and the Staff Editor will not be able to make any changes to recruitment details o Consult with a VPAA specialist if you think you need to make changes to a recruitment Please note: Search committee members are assigned the Reviewer role. They will be able to view the same pages as the Search Committee Chair and Staff Editor however, they will not be able to manage applicants. Reviewing Applications in AP Recruit o After logging in, click the Applications link in the top menu bar on the home page o Select the recruitment (by job number) that you want to review the applications for and click the List Applicants link in the action column Review individual applications o After you click on the applicant s name, you will be brought to his or her application page which includes: - Applicant s Status - Whether they ve met Basic Qualifications - Degrees - Dissertation - Current employment - address - Postal address - Documents submitted (e.g. CV, Cover letter, etc) - Letters of Reference received *The Staff Editor is the person from the department responsible for supporting the search committee. v. 4/ P age

4 View the Application Log o Click the see log link below the applicant s name o The application log will show you any changes/ updates that have been made to the applications (e.g. date and time a letter of reference was uploaded) Use the Document Viewer to view any documents or letters of reference o Click on Use Document Viewer under Documents towards the middle of the page o Click on the file name of document ( left side) that you want to view o The document will appear in the middle of the page Download a PDF Bundle of the applicant s information o Click Download files as PDF bundle near the top right of the page (Note that if a media file type was uploaded, the bundle includes a link to the non-pdf file) Personal notes, comments and flags on the applicant s application o Mark the application as Read this will alert you when changes are made to the applicant s file o Add a personal note that will not be displayed to the committee members o Add a comment that will be displayed to the committee member o Add a flag (short phrase or word ) that will be displayed to the committee members Please note: Personal notes, comments, and flags will not be displayed to the committee members however ALL personal notes are saved as part of the final electronic file which is discoverable. Managing Applicants in AP Recruit o After logging in, click the Applications link in the top menu bar on the home page o Select the recruitment (by job number) that you want to manage the applicants for and click the List Applicants link in the action column Mark an applicant as Read o Put a check in the empty box in the applicant s row. o Click the button Read (A green checkmark will appear below the check box) o If an application has been modified since you marked it as read, an alert icon will replace the green checkmark to cue you Add a personal note (make a notation to yourself regarding the application) o Click the Add link in the Personal Note column beside the applicant s name o Type in your note and click the Save button o Even though other users and reviewers will not be able to read your personal notes, be aware that they are part of the system record until you delete them Please note: Personal notes will not be displayed to the committee members however ALL personal notes are saved as part of the final electronic file which is discoverable. v. 4/ P age

5 Upload documents o Click the Documents & References link on the left side of the page o Click the Upload link beneath any of the following categories: - Curriculum Vitae - Cover Letter - Statement of Research - Statement of Teaching - Miscellaneous/ Additional Add reference contact information o Click the Documents and References link on the left hand side of the page o Click the Add Reference button to add contact information for individuals to be solicited from AP Recruit for reference letters o Enter reference information and click Save Please note: Reference contact information must be entered first (by you or the applicant) in order to upload or solicit letters. Upload reference letters o Click the Documents and References link on the left hand side of the page o Find the list of references toward the bottom of the page, under References & Letters o Click the Upload Letter link beneath the name of the reference you wish to upload a letter for Please note: If you ve selected on the ARP that you want each applicant provide a specific number of reference letters during the application process, you will NOT have the option to solicit letters from AP Recruit. Solicit reference letters o Click the Documents and References link on the left hand side of the page o Find the list of references toward the bottom of the page, under References & Letters o Click the Send Letter Request link beneath the name of the reference you wish to solicit o A pop up window will appear displaying the language of the that will be sent to the referees; click the Send Request button Please note: If you ve selected on the ARP that you want each applicant to provide reference contact information so that you can solicit references via the AP Recruit system for applicants of your choosing, you will have both options of soliciting letters from the system or uploading reference letters. v. 4/ P age

6 Indicate if the applicant has met basic qualifications o Next to Basic Qualifications, click one of the following 3 buttons: - Meets (applicant has met the basic qualifications) - Does Not Meet (applicant has not met the basic qualifications) - Unknown (this status will automatically appear if you have not selected one of the other two) Please note: An applicant s status must be Complete in order for you to indicate whether he/she has met basic qualifications. Applicants that have completed the application requirements will be automatically set to Complete. To manually update an applicant s status to Complete see instructions below. Update an applicant s status o Click on the Update Status button near the top left of the page o Click on the drop down menu to select one of the following statuses: *In order to ensure good faith efforts have been taken for all academic searches, consultation with the Office of Diversity and Outreach regarding your applicant pool demographics is required prior to conducting interviews. Please contact Renee Navarro PharmD, MD ( or Renee.Navarro@ucsf.edu ) or Cristina Perez ( or Cristina.Perez@ucsf.edu ) to request a review of your applicant pool. If the Office of Diversity and Outreach does not respond to you within 5 business days, you may proceed with your search. Status Definition Not complete Withdrawn Complete Required documentation not yet submitted Applicant has withdrawn themselves from consideration Required documentation has been submitted (or analyst has manually completed the applicant) Serious consideration Applicant should be considered for the shortlist Invite for interview Interviewed Selected Candidate Offered Accepted offer Declined offer Hired Applicant has been invited for an interview Applicant has been interviewed Recommended than offer be made to the applicant An offer of employment has been made to the applicant The applicant has accepted the offer of employment The applicant has declined the offer of employment and no further offers will be made Formal campus approval following completion of formal appointment process o If you assign an incorrect status to an applicant and wish to correct it, you must contact the Office of the Vice Provost, Academic Affairs and request to make the correction: - Mary Wong, Mary.Wong@ucsf.edu, Service Center A - Michelle Chen, Michelle.Chen@ucsf.edu, Service Center B - Sean Passalacqua, Sean.Passalacqua@ucsf.edu, Service Center C - Laurie Rojas, Laurie.Rojas@ucsf.edu, Service Center D - Cindy Muzio, Cindy.Muzio@ucsf.edu, Service Center E v. 4/ P age

7 Download an application o Click the Download link beneath the applicant s name to download a PDF of his/her entire application Adding an Applicant in AP Recruit o After logging in, click the Applications link in the top menu bar on the home page o Select the recruitment (by job number) that you want to add an applicant to and click the List Applicants link in the action column Add an applicant to your recruitment o Click the Add Applicant button toward the top of the page o Enter required applicant information - Contact information - Degree information - Current employment information - Application information (date received) o After you ve entered all the required information, click one of the 4 following buttons: - Add & Manage Now: Choose this button when you have completed the required information and want to proceed with managing the applicant - Add & Add Another: Choose this when you have more applications you would like to add - Add & Done: Choose this when you are finished with the required information; you may return to manage the application later - Cancel: Choose this if you do not want this application to be added o Check the Notify Applicant box to send a notification to the applicant informing him/her that an application has been established on their behalf. Activate the applicant that you ve created an application for o Click the manage link beneath the applicant s name o On the Overview tab, click on the Activate Now link towards the middle of the page; this will bring you to another page o Click on the Activate Applicant Access button; a pop up window will appear o Click on the Information is correct- Activate access button in the pop up window; an will automatically be sent to the applicant notifying them of the activation o Click Done once you have completed the previous step Please Note: Applicants you ve added manually cannot access their applications until you ve activated them. You will have the option to resend an activation to the applicant, if he or she did not receive the first one. Manage the applicant that you ve created an application for o Navigate to the applicant s application page 1 of 2 ways: - After you ve clicked the Add & Manage Now button, you will automatically be taken to the application page - Find the recruitment that you ve added an applicant to and click on the List Applicants link; click on the Manage link beneath the applicant s name o See steps for Managing Applicants in AP Recruit v. 4/ P age

8 Other Optional Features Visit/Seminar feature o Click the Visit/ Seminar link on the left side of the page o Click the Schedule a visit/seminar link o Enter relevant information regarding the visit/seminar: - Title of the event - Summary of the event - Brief biography of the applicant - Date of the event - After you ve entered the information, click the Next button o Enter the schedule details of the visit/seminar: - Title of the event - Day and time of the event - Location of the event - After you ve entered the information, click the Add Event button o Click Save and Done o Once you ve clicked Save and Done, a Flyer and Itinerary link will appear on the Visit/ Seminar page, which both provide printer friendly versions of your visit/seminar information o The information for the Visit/Seminar will also appear on the applicant s application page and will be visible to the committee members Please note: The Visit/Seminar feature is NOT a scheduling tool and does NOT trigger a notification to the applicant. The Search Committee Chair or Staff Editor can use this feature as a way to document scheduling information on a person s application. The committee members can view the scheduling information by clicking on an applicant s name and viewing his/her application page. Hide an applicant from the view of the committee members o Click the Hide link beneath the applicant s name Unhide an applicant from the view of the committee members o Make sure the Hidden filter checkbox (on the left hand side of the page) is checked o Click the Unhide link beneath the applicant s name that you want to make visible to the committee Please note: At UCSF we discourage the use of the Hide feature. The search committee should have viewing access to all applicants. Please refer to the instructions in cases where you have accidentally made applicants hidden, and need to make them visible to the committee. View the basic qualifications for your recruitment o Click the Show Description link beneath the title of your recruitment on the left hand side of the page o A pop-up window will appear with the basic qualifications information v. 4/ P age

9 Filters o After logging in, click the Applications link in the top menu bar on the home page o Select the recruitment (by job number) that you want to manage the applicants for and click the List Applicants link in the action column Filter applicants by qualification requirement, by selecting one of the following: o Qualified: applicants that have met the basic qualifications o Unknown: applicants that have not been marked as qualified of unqualified o Unqualified: applicants that have not met the basic qualifications o Entire Pool: includes all applicants regardless of their basic qualification status Filter applicants by status: o Check the boxes next to the statuses that you are interested in seeing applicants for o Check all of the boxes to show applicants in all statuses Filter applicants by the following dates: o Date the application was last updated o Date the applicant applied on o Date the applicant moved to the complete status Display applicant data by specifying column criteria o Click the Change Columns button toward the top of the page o Check the boxes next to the criteria that you want to appear at the top of the list of applications o Click Save Columns to save your choices v. 4/ P age

Tutorial for Creating & Managing Recruitments & Applicants

Tutorial for Creating & Managing Recruitments & Applicants Scenario: Let s say that a position with a specified salary control number has been authorized for recruitment and the Search Plan has been approved. Your committee chair has determined what documents